Automate new hire onboarding from SAP SuccessFactors

Every weekday at 7am, check SAP SuccessFactors for employees whose start date falls within the next seven days, and run a full onboarding fan-out for each one.

Find the upcoming starters using List Job Information (EmpJob) and List Employment Records (EmpEmployment). Both entities are effective-dated and return the record as of today by default, so pass fromDate and toDate covering today through seven days ahead. Without that date window, future-dated hires will not come back at all. Keep the query bounded with a filter on the start date and select only the fields you need. From EmpJob, read each new hire's manager, department, job title, location, and company.

Resolve display names with List Personal Information (PerPersonal) or List Persons (PerPerson), and resolve work email addresses with List Email Addresses (PerEmail). You need the email for both the new hire and the manager, because the manager field on EmpJob is a user ID and Slack lookups are done by email.

Before announcing anyone, make the run idempotent. Read the recent history of the announcements channel with Get Channel History and skip any new hire who already has a welcome post there. This workflow runs every weekday while a start date approaches, so the same person will appear in the query on several consecutive days. A rerun must never produce a duplicate announcement, a duplicate manager message, or a duplicate provisioning ticket.

For each new hire who has not been announced yet, post a welcome announcement to the new hires channel (for example #new-hires) using Send a Message. Include their name, job title, department, location, start date, and who they report to. Keep it warm and short, and use Slack mrkdwn formatting rather than standard markdown.

Then message the hiring manager directly. Use Look Up User by Email to find their Slack account from their work email, Open a Conversation to get the direct message channel, and Send a Message containing a first-week checklist: confirm the laptop and accounts are ready, book a day-one welcome call, share the team introduction, schedule the first one-to-one, line up an onboarding buddy, and set thirty and sixty day goals.

Create a provisioning ticket in Jira with Create Issue. Tailor the requested equipment and system access to the new hire's department, job title, and location rather than using one generic list. A finance analyst, a field engineer, and a designer need different hardware, different software licences, and different system permissions, and location drives things like regional payroll access, office badge, and local delivery of hardware. Put the new hire's name, start date, department, job title, location, and manager in the ticket description, and set the due date before the start date so IT has time to act. Remember that the Jira description field uses Atlassian Document Format.

Handle incomplete records gracefully. If a record is missing a manager or a department, still post the welcome announcement, but clearly flag the specific missing field in the Slack message so HR can correct the record before day one. Skip the direct message when there is no manager to send it to, and when the department is missing, still create the Jira ticket but note that access could not be fully scoped and needs a human to confirm. Never drop a new hire silently just because their record is incomplete.